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Intuit

Correct customer payments that have been deposited or reconciled

Correct your customer payments that have been deposited or reconciled already without affecting your reconciliation in QuickBooks Desktop. Depending on the situation at hand, the following scenarios can help you adjust your customer payments accordingly.

Scenario 1: You need to move a deposited and reconciled payment to the correct customer job

Use the following steps if you need to move a payment that has been incorrectly applied from one customer job to to the correct customer job after the payment has been deposited and reconciled.

  1. Create a duplicate payment for the correct customer.
    1. From the Customers menu, select Receive Payments.
    2. Create a duplicate payment for the correct customer.
    3. Select Save & Close.
  2. Delete the original payment and recreate payment line in (reconciled) deposit.
    1. From the Banking menu, select Make Deposits.
    2. Select the Cancel button at the bottom of the Payments to Deposit window.
    3. In the Make Deposits window, choose the Previous button until you find the deposit containing the original payment (that was incorrectly applied).
    4. Go to the Payments button at the top of the window to open the Payments to Deposit window again.
    5. Select the newly created payment, then OK to add it to the previously reconciled deposit.
    6. In the Make Deposits window, select the original payment.
    7. From the Edit menu, select Delete Line.
    8. Select Save & Close to automatically replace the original payment with the new payment, then Yes to the warning: "You have changed the transaction.
  3. Delete the original payment.
    1. From the Customers menu, select Receive Payments.
    2. In the Receive Payments window, select the Previous button until you find the original payment.
    3. Select the Edit menu and select Delete Payment.
    4. Select OK to the warning: "Are you sure you want to delete this transaction?", then Save & Close.

The payment should now be applied to the correct customer job and the reconciliation remains intact.

Scenario 2: You need to link a reconciled deposit to customer payment

Use the following steps if you need to correct customer payments that were entered through the Make Deposits screen and are not connected to an invoice.

  1. Find the deposit in the register.
  2. Double-click the DEP line.
  3. Delete the deposit line by pressing Ctrl+Delete on your keyboard.
  4. Select the Payments button on the top.
  5. Place a Check mark next to the payments that this deposit belongs to, then choose Save and Close.

The payment should now be applied to the deposit and the reconciliation remains intact.

Scenario 3: You need to convert a customer payment to a deposit/retainer

Use the following steps if you created a Customer Payment for an up front Deposit/Retainer and you ended up with credits (negative) amounts for customer balance.

  1. Create an Upfront deposit item.
    1. From the Lists menu, select Item List.
    2. In the Item List window, right-click anywhere, then select New.
    3. In the Type drop-down, choose Service (if you collect upfront deposit for services) or Other Charge (if you collect upfront deposit for products).
    4. In the Item Name/Number field, type a name (Example: Upfront Deposit).
    5. From the Account drop-down, choose the Upfront Deposit account you created, then choose OK.
  2. Locate the original customer payment. Take note of the Date, Amount of Payment, Payment Method and Reference or check number (if needed).
  3. Create a new sales receipt.
    1. Enter the Customer:Job Name, Date, and Payment Information from the original deposit.
    2. Use the retainer Item created in Step 1 and enter the amount of retainer.
    3. Deposit the Sales Receipt to Undeposited Funds (if not set as Default "Deposit To Account").
    4. Select Save & Close.
  4. Go back to original customer payment, then choose History. Highlight the deposit and choose Go To.
  5. In the Deposit window, select the Payments button, locate Sales Receipt (Created in Step 3) and add to deposit.
  6. Choose the original customer payment and on your keyboard, press Ctrl + Delete to remove the payment from the deposit window.Note: The amount of the deposit should not change because the deleted customer payment is replaced by a sales receipt with the same amount.
  7. Save the Deposit.
  8. Original Customer payment should come back on the screen (if not locate original payment), then delete payment.

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